Coale GuardOps
GuardForce operations for private security firms
Coale GuardOps is a security operations management system built on ERPNext for private security firms, guard services, and facility protection teams. It manages client sites and guard posts with GPS geofencing, roster scheduling with face-verified check-in and check-out, real-time coverage monitoring with automatic no-show detection, incident and occurrence management, SOS emergency alerts, standby pool management, and automated billing linked directly to ERPNext invoicing.
Key capabilities
Site & Post Management with GPS Geofencing
Define client sites with GPS coordinates, geofence radius, and SLA response times. Configure guard posts per site with shift types, required headcount, negotiated billing rates, and billing type (per-shift or hourly). Track contract start and end dates, contract value, and status. Store site contacts and supervisor PINs for secure mobile access.
Roster Scheduling & Guard Deployment
Create period-based roster schedules with roster lines assigning guards to posts and shifts. Generate daily Guard Deployments automatically from the roster. Track planned versus actual employees, mark replacements with reasons, and require supervisor approval for swap-ins. Support relievers and rotation descriptions per guard team.
Face Recognition Biometric Check-In/Out
Enroll guards with encrypted face templates from three angles, bound to their Android device. Require active biometric consent before enrollment. Verify identity at check-in and check-out with cosine similarity scoring and confidence thresholds. Log every verification attempt with timestamps, device IDs, and failure reasons for compliance audit trails.
Real-Time Coverage & No-Show Detection
Monitor guards on duty, checked-out, scheduled, and no-shows across all sites from a live dashboard. A scheduled task runs every 15 minutes to auto-detect no-shows when a guard has not checked in within 30 minutes of shift start. Daily coverage computation at 6 AM flags gaps where deployed headcount falls below required levels, publishing real-time alerts to operations managers.
Incident & Occurrence Management
Report occurrences from the field using the KCC incident format with category, severity, and detailed descriptions. Capture impact assessment including arrests, injuries, fatalities, and property damage. Auto-escalate open occurrences based on severity and time: Critical after 4 hours, High after 24 hours, all others after 48 hours. Attach action items with due dates and track to resolution.
SOS Emergency Alert System
One-tap SOS from the mobile app creates a Critical occurrence instantly and broadcasts a real-time alert with the guard's name, site, and GPS coordinates. A server-side SMS fallback sends emergency details to the site's operations contact when the data connection is weak. Every SOS is logged with full audit trace for post-incident review.
Standby Pool & Dynamic Replacement
Maintain standby pools of guards per site and shift with skills tracking and availability status. When a no-show or gap is detected, assign a standby guard directly to the open deployment from the mobile app or desktop. Track deployment history per standby guard and monitor pool utilization rates.
Automated Billing & Invoice Generation
Generate ERPNext Sales Invoices directly from checked-out Guard Deployments for any billing period. Support per-site or per-client consolidated billing modes. Calculate hours automatically from check-in and check-out times, applying negotiated post rates or hourly billing types. Skip already-invoiced deployments to prevent duplicate billing.
Offline-First Mobile App with Sync
Guards queue check-ins, check-outs, occurrence reports, SOS alerts, and replacement approvals offline on their Android device. When connectivity returns, batch-sync all actions to the server with duplicate prevention and conflict handling. Every sync is logged with device ID, action type, and status for full traceability.
Why teams choose this
- Eliminate buddy-punching with face-verified attendance and GPS geofencing
- Get real-time visibility into guard coverage across all client sites
- Respond to emergencies faster with one-tap SOS and automatic SMS alerts
- Auto-detect no-shows every 15 minutes and fill gaps from standby pools
- Generate accurate invoices automatically from check-in and check-out data
- Track incidents with KCC-format reports, GPS tags, and severity escalation
- Manage guard teams, rotations, and supervisor approvals in one system
- Keep guards productive offline with queue-and-sync mobile actions